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AngelinaSpring
Level: Powered On

holiday request approval (send to multiple people, but only one approval required)

Hi - I'm new to Microsoft Flow, and in fact to Sharepoint.

I've just set up a new Holiday Request approval flow and have a slight issue.

 

The flow is triggered automatically when someone adds a new item to the holiday request list.

 

I've set up the approval email so that it goes to more than one recipient (3 company directors). Any one of those have the ability to approve a holiday request, however I only need one approval. So whoever responds first, can approve or reject the request.

 

This works fine, however if another director tries to respond they get an error message:

An error occurred while trying to record your response - please try again later!

 

Although we could decide internally to assume this means the request has been dealt with, it could also be a sign of a genuine error!

 

And i can't select just one director to receive all requests.

Is there a way to add a custom message to say that the request has already received a response? 

Or anything else I could do as an alternative?

 

I also need to figure out a way to then add that holiday to a team calendar, however that' a question for another day!

 

Many thanks

 

Angela

1 ACCEPTED SOLUTION

Accepted Solutions
Community Support Team
Community Support Team

Re: holiday request approval (send to multiple people, but only one approval required)

Hi @AngelinaSpring,

 

Could you please show a bit more about your holiday request list?

Do you want to add a custom message to notify 3 company directors that the request has received a response?

Please take a try with the following workaround:

  • Add “When an item is created” trigger.
  • Add “Send approval email” action.
  • Add a Condition, click ”Edit in advanced mode”, type the following formula:
@not(empty(body('Send_approval_email')))
  • In “If/yes” branch, add “Send an email” action.

Image reference:2.jpg

 

4.JPG

 The flow works successfully as below:3.jpg

 

Besides, you can also take the following alternative solution to achieve your needs:

  • Add “When an item is created” action
  • Add “Start an approval” action, configure Approval type to Anyone from the assigned list, Title set to Holiday Request, Assigned to set to 3 company directors.
  • Add a condition, click “Edit advanced mode”, type the following formula:
@not(empty(body('Start_an_approval')?['response']))
  • In “If/yes” branch, add a “Send an email” action

Image reference:

 

1.PNG

 

2.PNG

 The flow works successfully as below:3.PNG

 

 

Best regards,

Kris

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

2 REPLIES 2
Community Support Team
Community Support Team

Re: holiday request approval (send to multiple people, but only one approval required)

Hi @AngelinaSpring,

 

Could you please show a bit more about your holiday request list?

Do you want to add a custom message to notify 3 company directors that the request has received a response?

Please take a try with the following workaround:

  • Add “When an item is created” trigger.
  • Add “Send approval email” action.
  • Add a Condition, click ”Edit in advanced mode”, type the following formula:
@not(empty(body('Send_approval_email')))
  • In “If/yes” branch, add “Send an email” action.

Image reference:2.jpg

 

4.JPG

 The flow works successfully as below:3.jpg

 

Besides, you can also take the following alternative solution to achieve your needs:

  • Add “When an item is created” action
  • Add “Start an approval” action, configure Approval type to Anyone from the assigned list, Title set to Holiday Request, Assigned to set to 3 company directors.
  • Add a condition, click “Edit advanced mode”, type the following formula:
@not(empty(body('Start_an_approval')?['response']))
  • In “If/yes” branch, add a “Send an email” action

Image reference:

 

1.PNG

 

2.PNG

 The flow works successfully as below:3.PNG

 

 

Best regards,

Kris

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

Anonymous
Not applicable

Re: holiday request approval (send to multiple people, but only one approval required)

After seeing this post/the solution I already prepared some steps in my own approval Flow, to inform other approvers.

However, apparently in the meantime a function in Approvals has been added, which informs the other approvers, that a response has already been given. So, no extra steps in Flow are necessary 🙂

 

approval.png

 

 

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